A simple record for every repair: what to capture, how to file it, how long to keep it, and what each record is for.
For every repair, keep the tenant's request, before and after photos, the vendor invoice and proof of payment, and a short note of dates and what was done. Store them together by property and year. These records support your tax return and, if a deposit is disputed, show what the damage was and what it cost to fix.
Good records are boring and make a stressful day easier. When a tenant disputes a deduction or your accountant asks what the $1,850 charge in March was for, a tidy folder answers both. This is general information, not tax or legal advice, so confirm requirements with a tax professional and your local law.
The tenant's original message or form, with the date. It shows when you learned of the problem and how fast you responded. The request form template gives you a consistent record.
Wide and close-up shots of the issue, with a visible date if possible. Useful for the insurance claim, the vendor and any damage question.
Vendor name, date of service, scope and the written quote or estimate. Note any change in scope and who approved it.
Show the finished work. They also serve as the starting point for the next move-out comparison.
The invoice and proof of payment (a check, a card statement or a bank record). Record who paid: you, or the tenant if you agreed to a deduction or credit.
| Record | Taxes | Deposit disputes |
|---|---|---|
| Tenant request and dates | Supports the business purpose and timing | Shows you responded and when the problem arose |
| Before and after photos | Shows what was done, repair vs. improvement | Shows condition and damage versus normal wear |
| Invoice | Supports the deduction or capitalized cost | Supports the amount you deducted |
| Proof of payment | Shows the expense was actually paid | Shows the real cost |
| Move-in and move-out reports | Rarely needed | Core evidence of condition change |
Pick one structure and stick to it. A folder for each property, then a folder for each year, then a file per repair named by date, item and vendor works well:
2026-03-14_water-heater-replacement_AcmePlumbing_invoice.pdf 2026-03-14_water-heater-replacement_before.jpg 2026-03-14_water-heater-replacement_after.jpg 2026-03-14_water-heater-replacement_tenant-request.png
Photos and invoices taken on a phone often get lost in the camera roll, so move them into the folder the same day.
In general, repairs that keep a property in working order are deducted in the year paid, while improvements and replacements are often capitalized and depreciated over several years, with some exceptions for smaller items. The line can be fine, so keep the invoice and a note of what was done and ask a tax professional. The repair or replace framework touches on this too.
If you withhold part of a deposit, most places require an itemized list and set a deadline, and rules on wear and tear vary. Compare move-out photos with move-in, attach invoices and keep it factual. See how to return a security deposit for the process and the move-in and move-out checklists for the condition reports that anchor everything.
Guardian Landlord keeps condition reports, photos and tenant communication organized per property, and its move-in and move-out checklist feature keeps the reports, photos and tenant sign-offs together. Each request stays in the property's history and expense reporting tracks what was spent. You still keep your own invoices and tax records, and your data is yours: if payment stops, your account becomes read-only, and you can export by contacting us.
Keep the tenant's request, before and after photos, the vendor's quote and invoice, proof of payment and a short note of dates and what was done. Store them by property and year so they are easy to find.
A common guideline is at least three years after filing the return they support, and longer for items you depreciate. Rules differ, so confirm with a tax professional.
Typically an itemized list, move-in and move-out condition reports, dated photos and invoices or estimates. Deadlines and what counts as normal wear differ by location, so check your local rules.
Guardian Landlord stores request history, photos and condition reports per property, with expense reporting and a move-in and move-out checklist. Try it free for 3 months.
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